About
We’re a nonprofit running and walking club that brings people together through fitness, friendship, and community.
Purpose in Every Step
Who We Are
Colonial Road Runners is a community-based, nonprofit club dedicated to making running and walking fun, accessible, and meaningful for everyone.
We bring people together through group runs, races, interval workouts, training clinics, and social events—welcoming all paces and all backgrounds. Beyond the miles, we stay active in the community by supporting local programs, awarding scholarships, and encouraging healthy lifestyles through education and outreach.
As a nonprofit, every dollar we raise goes back into our programs, events, and community efforts. Our purpose is simple: to promote fitness, friendship, and the joy of movement.
Together, we’re building a stronger, healthier community one step at a time.
Scholarship Fund
Graduating high school seniors who are members of the Colonial Road Runners are eligible for merit scholarship awards through the CRR Scholarship Fund, which began in 1999. Applications are accepted in the spring of the students’ senior year.
Previous scholarship recipients have attended Bruton, Jamestown and Lafayette High Schools and Walsingham Academy in Williamsburg, as well as Mathews, Bethel and West Point High Schools. Scholarship recipients have attended East Carolina, James Madison, Longwood, North Carolina State, Penn State, Roanoke, Virginia, Virginia Tech, Wellesley, and William & Mary.
Club Documents
Bylaws, Minutes & More
Colonial Road Runners Official Mission Statement
Mission Statement: Who We Are
The association is a non-profit educational organization dedicated to the promotion of running, walking, health and fitness.
In furtherance of its goal, this association may hold races on the roads, trails, cross country or track, interval workouts, group runs and walks, social runs, lectures, clinics, meetings and other educational activities, and social events; publish a newsletter; make awards; and hold other activities or events as may be conducive to the encouragement of running and walking.
Other club objectives may include engaging in community activities, awarding scholarships to deserving college-bound students, publicizing by appropriate means the benefits of long distance running and walking, and coordinating with other agencies advocating these activities as a means to enhance physical fitness.
This is a nonprofit organization. All funds received by, or belonging to, the association will be spent entirely for carrying out the stated purposes of the organization. No part of the net earnings of the club shall accrue to the benefit any individual.
Bylaws Of the Colonial Road Runners, Inc. of Williamsburg, Virginia
Bylaws Of the Colonial Road Runners, Inc.
of Williamsburg, Virginia
Article I
CORPORATE NAME
1.1. The name of the corporation is the “Colonial Road Runners, Inc.”, hereafter referred to as “this association” or “CRR.”
Article II
MISSION STATEMENT
2.1. The association is a non-profit educational organization dedicated to the promotion of running, walking, health and fitness.
2.2. In furtherance of its goal, this association may hold races on the roads, trails, cross country or track, interval workouts, group runs and walks, social runs, lectures, clinics, meetings and other educational activities, and social events; publish a newsletter; make awards; and hold other activities or events as may be conducive to the encouragement of running and walking.
2.3. Other club objectives may include engaging in community activities, awarding scholarships to deserving college-bound students, publicizing by appropriate means the benefits of long distance running and walking, and coordinating with other agencies advocating these activities as a means to enhance physical fitness.
2.4. This is a nonprofit organization. All funds received by, or belonging to, the association will be spent entirely for carrying out the stated purposes of the organization. No part of the net earnings of the club shall accrue to the benefit any individual.
Article III
AFFILIATION
3.1. This association shall be a chapter club of the Road Runners Club of America (RRCA), and all measures adopted by that body shall be considered by this organization.
Article IV
MEMBERSHIP
4.1. Individuals may be accepted for membership in this association upon the submission of an application for membership and the payment of the prescribed dues. Honorary membership may be conferred upon individuals at the discretion of the Board of Directors when circumstances warrant such action.
4.2. Membership shall not be denied based on age, race, color, sex, religion, sexual orientation, disability or national origin.
4.3. The annual meeting of members shall be held between April 15 and June 1 at a time and place determined by the Board of Directors.
4.4. The amount of the annual dues shall be determined by the Board of Directors. Club members shall fill out a membership form each year they apply for membership. Members’ renewal dues are payable every 12 months following their initial entry into the Club.
Article V
OFFICES
5.1. The principal office of this association shall be located at 113 Anthony Wayne Road, Williamsburg, Virginia 23185.
Article VI
BOARD OF DIRECTORS
6.1. This association shall be governed by a Board of Directors which will be responsible for all administrative, fiscal and programmatic activities of the association.
6.2. The number of members on the Board of Directors shall be no fewer than seven nor more than 13, and shall consist of the five elected officers and such additional Directors as may be elected by the members.
6.3. The Board of Directors shall meet quarterly, in January, April, July and October, unless another time is agreed upon by the Board of Directors, at a place and time to be determined by the President. The President may call other board meetings as appropriate.
6.4. The president shall give not less than seven days prior written notice of all board meetings.
6.5. A quorum of the Board of Directors shall consist of a simple majority of the Directors holding office.
Article VII
OFFICERS
7.1. There shall be five elected officers of the association consisting of a President, a First Vice President, a Second Vice President, a Secretary and a Treasurer.
7.2. The duties of the elected officers shall be as follows:
7.2.1. President – Serves as Chief Executive Officer of the association; presides over meetings; represents this association to the public; calls any special meetings; appoints committees and chairpersons as appropriate; serves as the CRR voting member to the RRCA; negotiates, prepares and executes race contracts with sponsoring organizations; either serves as race coordinator or assigns a race coordinator; authorizes funds disbursement; receives all mail addressed to the association; forwards all dues and other payments to the Treasurer for deposit into the club account; serves as an ex-officio member of any club committee. He shall, at least annually, submit a report of the operations and financial condition of the association to the Board of Directors.
7.2.2. The President shall, in consultation with the Board of Directors, appoint such committees, committee chairs, coordinators and other positions as may be needed, including a Race Coordinator, Volunteer Coordinator, Newsletter Editor, Social Coordinator, Scholarship Committee Chair and Membership Chair.
7.2.3. First Vice President – Assumes the powers of the President in his or her absence; assists the president; takes on internal club special assignments as requested by the President.
7.2.4. Second Vice President (community affairs) – Assumes the powers of the President in the absence of the President and First Vice President; assists the president; takes on external club special assignments (including promoting the club to the community, working on area running trails, club communications, and other special projects) as requested by the President.
7.2.5. Secretary – Records minutes at the meetings of members and of the Board of Directors; keeps a file of such minutes; prepares club correspondence as requested by the President; maintains club correspondence records.
7.2.6. Treasurer – Performs all financial functions; signs and disburses necessary appropriations as directed by the President; serves as an ex-officio member of any budget or financial committee; prepares invoices if necessary for race fees in accordance with the race contract, and submits them to the Race Directors for payment by same; prepares an annual financial statement and proposed annual budget of the association for submission to the members at the annual meeting of members; takes on additional assignments of a financial nature as directed by the President.
7.3. The duties of the appointed officials are as follows:
7.3.1. Race Coordinator – Can be either the president or a separate position. Establishes and maintains the CRR race schedule; serves as liaison between sponsoring organizations desiring to conduct road races and the CRR; ensures that all aspects of proper road race management are adhered to; maintains and safeguards the CRR’s road race equipment (or assigns a club member to do so) and recommends purchase of new equipment; assists CRR members serving as race directors and trains these and other volunteers in various aspects of road race management; performs other duties as required for the safe conduct of CRR running events.
7.3.2. Volunteer Coordinator – Establishes and maintains an effective system and supply of volunteers to provide the CRR with adequate personnel to help manage club races; provides guidance and training to volunteers in performing their respective roles in support of CRR race events.
7.3.3. Newsletter Editor – Publishes the CRR Newsletter (usually bimonthly); compiles articles, race results and race calendar for inclusion in the Newsletter; receives articles from club members for inclusion in the Newsletter; coordinates a date, time and location for the newsletter collating session.
7.3.4. Social Coordinator – Plans, coordinates and manages events that enhances the well-being, growth and vitality of the CRR membership, including, but not limited to the Annual Christmas and Holiday Party and Awards banquet, social fun runs and potlucks; recommends other social events to the President as appropriate; assists the President in scheduling social events throughout the year.
7.3.5. Membership Chair – Maintains club membership roster, distributes dues payments to CRR treasurer, and provides address labels for newsletter mailing.
7.3.6. Scholarship Committee Chair – Coordinates CRR Scholarship Committee meetings, publicity, revenue, and scholarship disbursement.
7.4. An elected or appointed officer may be removed from office by the vote of two-thirds of the entire Board of Directors whenever in its judgment the best interests of the association will be served thereby.
Article VIII
ELECTIONS AND PROCEDURAL MATTERS
8.1. A Nominating Committee for elected officers shall be appointed by the President before the annual meeting of members, and may include the current officers, members of the Board of Directors, and other CRR members. The chair of the Nominating Committee shall be appointed by the President. The Nominating Committee shall accept nominations from any member, contact nominees for their acceptance, and, when necessary, actively seek members to run for offices.
8.2. Elections shall be conducted by the chair of the Nominating Committee in the following manner. Roberts Rules of Order may be used to carry out the formal business portion of meetings.
8.2.1. Absentee ballots will not be accepted.
8.2.2. A quorum for general membership meetings shall consist of eleven members.
8.3. Directors and elected officers shall be elected to office by a majority of the votes cast by the members at the annual meeting of members and shall hold office until the conclusion of the next annual meeting of members and shall continue in office until their successors are duly elected.
8.4. Vacancies on the Board of Directors or in an elected office may be filled by a majority vote of the Board of Directors and any person so elected shall hold office until the next annual meeting of members.
8.5. These bylaws may be amended or replaced by a two-thirds majority vote of the members present at the annual or any special meeting of members. Only those who are current dues paying members of the organization may vote on a bylaw amendment. All members shall be notified by all customary and reasonable means at least seven days prior to such meeting that a bylaws amendment will be proposed and of the contents of the proposed amendment.
Article IX
FINANCIAL MATTERS
9.1. Funds belonging to this association may be spent or committed only by, or subject to the direct control of, an elected officer.
9.2. This organization is empowered to participate in fund raising activities.
9.3. This organization will submit a portion of the annual dues to the RRCA, as membership in that body shall require.
9.4. An annual liability insurance policy, covering all club functions, as well as Officers and Directors, is required.
9.5. When by reason of the fact that he or she is or was serving as director, officer, employee or agent of the Corporation, any person is or was a party or is threatened to be made a party to any threatened pending or completed action, suit or proceedings, whether civil, criminal, administrative or investigative, not brought by the Corporation nor brought by any party seeking derivatively to enforce a liability of such a person to the Corporation, such person shall be entitled to indemnification or reimbursement by the Corporation for any expenses, including attorneys’ fees, or any liabilities which she or he many have incurred in consequence of such action, suit or proceeding, under the conditions set out in Title 13.1, Chapter 10 of the Code of Virginia as it exists or may hereafter be amended.
When a present or former director, officer, employee or agent of the Corporation is sued, alone or with others, in the courts of Virginia or any other state, in any act person’s liability to the Corporation arising out of alleged dereliction of duty to the Corporation, said person may seek indemnification from the Corporation for the reasonable expenses of said person’s defense, under the provisions of Section 13.1-876 et seq. of the Code of Virginia, 1950, as amended.
Expenses that the Corporation may be required to pay under this Section 5 of Article IX may be paid by the Corporation in advance of final disposition of such action, suit or proceeding by resolution of the Board of Directors in specific cases, upon receipt of an undertaking by or on behalf of the person being indemnified to repay such amount unless it shall be ultimately determined that said person is entitled to be indemnified by the corporation.
Article X
DISSOLUTION
10.1. Upon the dissolution of the corporation, all assets thereof remaining after the payment of all taxes and other legal obligations shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code.
Colonial Road Runners Conflicts of Interest Policy
Colonial Road Runners Articles of Incorporation
Colonial Road Runners Code of Conduct
The mission of the Colonial Road Runners Club is to promote running, walking, health and fitness. To ensure that all members of the club and individuals participating or volunteering at or spectating club events are able to realize this mission in a safe, welcoming, and inclusive environment, all members will hold themselves to high standards of integrity and principle.
All members have a shared responsibility for maintaining a thriving, vibrant club, and thus all have the same commitment to upholding its standards.
This Code of Conduct is created for the safety and benefit of the Club, its members, and its guests. Its provisions apply to the officers and directors of the Club’s board and Club members.
During all CRR events and activities, we shall:
- Always show respect to fellow club members at all times;
- Always show respect and appreciation for the volunteers who give their time to help the club and/or event(s);
- Never yell, taunt, or threaten physical violence upon another member of the club, a volunteer or event spectator (Members with a criminal history of violence or with a legal restraining order against them by another member may be barred from membership and participation in all club activities);
- Never use abusive or vulgar language, or make racial, ethnic or gender-related slurs or derogatory comments at club events;
- Never make unwanted sexual or physical contact with other members (Members found to be listed on a sex offender registry, convicted of a sex crime, or caught having, creating, or distributing child pornography will be immediately barred from membership and all participation in club activities);
- Always abide by race rules and engage in fair competition, which includes anti-doping compliance (see attachment), no course cutting, or other means of gaining advantage that is considered cheating when participating in club races or other races where you may represent the club by wearing a club-branded singlet, shirt, uniform, etc.;
- Observe and obey all rules and regulations governing races, training programs, and competitions.
- Always report violations of the member Code of Conduct policy to the Board in writing.
Our Code of Conduct will be included with all membership applications and renewals and members will need to document acknowledgement and acceptance as part of membership registration. Our Code of Conduct will be posted on the Club’s website.
A complaint about a violation(s) of the Code of Conduct should be presented in writing to the CRR President. The written request to address concern(s) about a violation(s) of the Code of Conduct should outline specific concerns without making threats, personal attacks, accusations, or using inflammatory language. The concern will be investigated, and the findings reported to the CRR Board. The Club’s Complaint Resolution Process outlines the process in more detail.
The Board may fashion a remedy depending on the severity of the violation. Sanctions may include, but are not limited to, a verbal warning, a written warning, cancellation of CRR membership, and/or prohibition on registering for and attending Club races, group runs, activities, social events and eligibility for end-of-season awards.
Complaint Resolution Process
The CRR Board of Directors will review any Code of Conduct complaints.
- If a credible allegation of a Code of Conduct violation is received, the Club will provide notice of the accusation to the accused via email. If an email from the Club is not acknowledged, the Club will send a USPS certified letter of notice about the complaint of a violation of the Code of Conduct.
- The Club will cite the specific Code of Conduct violation(s) that have been alleged to have been violated. Any member receiving a notice of concern about a violation of the Code of Conduct may not, under any circumstance, retaliate against another member through threatening communications, use of social media to slander another member, and/or any other form of contact that may be perceived as an act of retaliation.
- The member receiving the notice of concern about a violation of the Code of Conduct has 20 calendar days to respond to or dispute the complaint. If a member fails to respond within the 20-calendar-day period, the Board will make a determination, which may include revocation of membership in the club for a period of time or permanently.
- Should a member who has received a notice about a violation of the Code of Conduct wish to present information in their defense, they must do so in writing to the Board and request review of the violation of the Code of Conduct. The Board will schedule a teleconference to review the allegation with the member. If a member fails to make themselves available for a teleconference within a 30-day timeframe following their request for review, the request for review will be deemed void. The Board will review any records the member may wish to submit on their behalf. A subsequent call will be scheduled to review the complaint with the accuser along with any records the accuser wishes to submit. Should the Board deem it necessary, they may schedule more than one teleconference with both the accused and the accuser at separate times to review facts and documentation provided by either party
- Following a fact finding, teleconferences, and deliberation teleconference held by the Board, they will issue a final action recommendation, which may recommend:
- No action needed
- A probationary period with a zero-tolerance policy will be given to the member in question
- Revocation of membership for a period of time or permanently
- The recommendation of the Board will be communicated to both the member and the accuser. If either party disagrees with the recommendation, one final teleconference may be granted if new or additional facts need to be presented for further consideration. Following this teleconference, the Board will again deliberate and will issue its final recommendation.
- The Board will record the recommendation in the minutes to finalize the process. If the action is revocation of membership, the member must immediately cease all involvement in the club. If the recommendation is for probation, the club will outline requirements for compliance to remain in good standing with the club.
- If a removed member continues to show up at club functions, local law enforcement should be alerted.
Participation in USATF National and International Events
- Members participating in USATF National and Internationally sanctioned competitive events should be aware of, and comply with the CRR code of conduct and the United States Anti-Doping (USADA) policies. This applies to all ages.
- USA Track and Field (USATF) championship events require individual member attestation of USADA policy compliance in all competitions and prescribe which substances- whether prescribed by a physician or not – are allowed during competition. See the USADA banned substance reference for specific guidance . Each banned substance has a separate dosage and duration threshold policy regulating what is allowed during competition. Every CRR member competing in a USATF championship event must review the substance list and follow this attestation process to compete.
- The USADA provides assistance to members that have questions about banned substances in a service called Athlete Express. It is available to help with immediate assistance for any questions or concerns. Athlete Express provides support over the phone and via email regarding testing, Therapeutic Use Exemptions, prohibited substances, educational resources, and more. The service can be reached at: 1-800-601-2632 | 719-785-2000| [email protected] (source: USATF website).
- To participate in any USATF competition while using a banned substance, either prescribed or otherwise consumed, CRR members must coordinate with USATF and USADA to determine whether they can compete in the event. There is a well-defined process for obtaining a therapeutic use exception (TUE) that allows athletes using USADA banned substances to still participate in the event and be eligible for awards. See the TUE process explained web reference for specific guidance. Not following this TUE process puts the integrity of Colonial Road Runners and the USATF results at risk.
- In any USATF championship event that a club member competes in representing the Colonial Road Runners, members will truthfully answer questions about substance use and apply for a therapeutic use exemption if they are using USADA banned substances and want to compete. Failure to attest to banned substance use that is later revealed will result in disciplinary action from the Board of Directors. Actions taken can include sanctions up to and including bans from future competition in Colonial Road Runners events. In addition the CRR Board can report the infraction to the USATF and USADA for their further investigation.
- Any positive USADA test result for a banned substance will result in a ban from CRR competition and club activities for the same duration as the USATF sanction. In addition, the Board of Directors reserves the right to establish additional sanctions based upon whether code of conduct violations have also occurred. Any records achieved during the period of time when a banned substance use is revealed will trigger a Colonial Road Runners Board of Directors review. Board actions can include a referral to the local, state, or national record keeping authorities for consideration in striking the record result from the official record.
- All formal processes for notification outlined in the CRR code of conduct will be followed when any board action is taken toward an individual member.
- The Colonial Road Runners expects that participants in the CRR Grand Prix and Hampton Roads Super Grand Prix events will not use substances of any kind to obtain an unfair advantage in races. However, the CRR understands that many participants in Grand Prix and Super Grand Prix events may be taking prescriptions or over the counter medications that are limited by the USATF or would require a Therapeutic Use Exemption (TUE) to participate in National or International-level USATF events. These substances are not regulated at the local level. The CRR does not require a TUE for Grand Prix or Super Grand Prix events and does not conduct drug tests or any other screenings for restricted substances.
Officers as of January 2025
Rick Platt
President
Dave Anderson
1st Vice President
Adam Otstot
2nd Vice President
Randy Hawthorne
Treasurer
Jessica Anderson
Secretary
Board of Directors as of January 2025
Ellen Alexander
Dave Berger
Connie Glueck
Kevin Grierson
Ron Henn
Dan Hurley
Tricia Murphy
Deelyn Robinson
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